Discover the benefits of using SharePoint for your contract lifecycle management. This presentation provides an overview of of some of the problems with manual or antiquated systems and how our eContracts solution can be a be great solution for managing contracts.

1. Simplifying Contract Lifecycle
Management with SharePoint
A SharePoint based eContracts system with SharePoint’s
document management, workflow, and collaboration
capabilities.

2. We think the internet and the adoption FEATURED CUSTOMERS
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leverage, and maximize the business • Purchasing Automation with SharePoint
benefits of these incremental or • eCommerce with SharePoint
disruptive trends and making it a reality • Contracts Management with SharePoint
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3. Why a Contract Management System?
Need a Centralized Contract Repository
Access Issues Information Silos Multiple Platforms Forgotten MSAs Lost Amendments & Addendums ….
…
Better Manage Timelines & Milestones
Delay Penalties Missed Deliveries Overdue Payments Delayed Renewals …….
Streamline the Contracting Process
Inconsistent Language Uncertain Clauses Paper based, Labor Intensive Casual Approvals…….
Clarity in Obligations & Ownerships
Contract Outages Unassigned Obligations Reminder Emails To Do Follow ups…….
Transparent Reporting & Tracking
Inaccurate Performance Monitoring No Audit Trails Lost Document Versions …….
No User or Time Stamps

4. eContracts Overview
 Built ground up on the SharePoint 2010 platform
 Pre-built portal templates, workflow templates, and features for most of the common contracting scenarios
 Modular and business process driven
 Ability to extend forms, business logic, data sources, integrations
 Extends SharePoint data, document, and content framework with ease of SharePoint administration and
management
 Supports Active Directory Groups and User Security model
 Optional integration with Extranet Portal
 Continuous feature upgrades, improvements with a dedicated product team focused on improving the product
 Maintenance & support agreements allow customers to access our development and product engineering
resources on-demand for all solution level issues

5. eContracts Overview (cont.)

6. Supported Contract Solution Areas
Buy Side Contract  Vendor Management
Management  Purchase Order Document Management
 Purchasing & Delivery Obligations
 Vendor Hierarchy based Views
 Vendor Performance Management
Sell Side Contract  Customer Management
Management  Product/Service based Contract Views
 Invoice Timeline & Milestones
 NDAs and Licensing Agreements
 CRM Integrations
Contract Management for  Detailed Contract Document Review Workflows
 Contract Redlining Capabilities
Legal Teams
 Document Automation for Clauses
 Clause Versioning and Reviews

7. Functional Architecture

8. Organizing Enterprise Contracts
Repository
 Support for flexible contract metadata based on configurable contract types.
 Easily extend the system to manage other related business needs such as
purchase orders, customer information, invoices
 User level views of the repository based on logged in user.
Contract Categorization
 Contract Categories: mapped to legal entities, departments, or locations in your
organization- for better reporting and views
 Contract Areas: mapped to contract management users or groups- for better
management of privileges and ownership
 Contract Types: mapped to functions such as purchasing, human resources,
leasing- for better management of document templates, milestones, obligations,
and clauses.
Contract Relationships
 Specify Contract Relationships such as Master Agreements at a contract item End User Configurable Custom Metadata
level. Contracting Process and Reporting Needs.
 Tag Contracts with clauses associated with a contract with clause picker
functionality.

9. Managing Contracts
Contract States & Actions
 Default states available are In Progress, Active, Executed, Expired & Archived
Contracts.
 Contextual Contract actions and properties are based on the current Status of
the Contract.
 Support for New Version of Documents, Edits and Approval workflow when In
Progress.
 Tracking Milestones, Obligations, and Set Up Alerts on Active, Executed
Contracts.
 Amendments, Renewal & Performance Review Actions of Expired & About to
Expire Contracts.
 Move to Archives, Audit trail action on contracts ready for archival.
Interacting with Business Users
Common Business User interactions-
 Portal for Requesting for Contract, Review of Contracts, etc.
 Take action on assigned To Dos based on obligations managed by Contract Team
 Performance Review and notes on past and ongoing Contracts
 Search and Browse through reference public contracts.

10. Milestones, Obligations and Workflows
Milestones & Alerts
 Auto creation default milestones such as start date, renewal
date, executed date, expiration dates.
 User defined milestones based on creation contract types such
as delivery dates for sales contracts.
 User level subscription for email alerts and notifications
 Milestone reminders
 Calendar view of upcoming milestones.
Obligation Management
 Contractual obligations with ownership.
 Connect milestones with obligations for managing timelines.
 Obligation performance reports at a contract level.
Workflows & Tasks
 Workflows for routing contract approvals and reviews.
 Approval tasks with change request, commenting, and delegation.
 Parallel and serial routing options with manual or auto start options.
 Tasks with due dates and escalation.

11. Counterparties and Document
Automation
Document Automation
 Auto-populate content into standard document templates by
submitting a simple form.
 Optionally map variable content with SharePoint list columns.
 Content in SharePoint Lists and Document stay in sync even when
modified.
 Easy creation of templates using Microsoft Word add in controls
and mapping with SharePoint Lists.
Counterparty Management
 Comprehensive counterparty database management with contact information,
documents, master agreements, etc.
 Managing counterparties in a hierarchical manner with multiple legal entities
within each counterparty.
 Overall view of contract performance per counterparty.
 Optional contract publishing to counterparties for review via an external portal.

12. Reporting
Report Categories
 Contract Performance Reports: milestone achievements, performance review reports
 Activity Reports: top actions at a contract level
 Obligation Compliance Reports: adherence to obligations with obligation achieved
timelines
 Contract Commercial Reports: top value contracts, expected vs. actual commercials
 Contract KPI Dashboard: overall contract performance indicator
 User Reports: User level tasks, milestone achieved, and profile reports
Reporting Mechanisms
 SharePoint View based Reporting
 SQL Server Reporting Services Reports [SharePoint Enterprise]
 Performance Point Server Reporting Dashboards [SharePoint Enterprise]
 Third Party Reporting Tools Integrations [Custom]

13. Integrations
Integration Mechanisms
Pre-Configured External Content Types for eContracts Integrated Implementation of eContractsTM
SharePoint Site columns (metadata) are created within SharePoint that match up to
the external data’s site columns (metadata). The eContractsTM framework has Master Data Configuration Data Transactional Data
Integration Integration Integration
prebuilt configurations for some of the common integration needs. Vendor Master Company Code Purchase Orders
Business Connectivity Services Material Master
Pricing List
Purchasing Org
Commodity Type
Work Orders
Invoice
eContracts leverages Business Connectivity Services (“BCS”) feature to make Customer Master Payment Terms Service Entry
Product Master Taxes Goods Receipt
seamless integrations possible through External Lists and External Content Types. Service Master Shipping Terms Sales Order
Other Master Data Other Configuration Data Quotes
These External Content Types and External Lists easily allow you to bring content Timesheets
from outside databases into the SharePoint to manage and display “live-data”. Other Transactions
eContractsTM Connectors
The External List, which resides in SharePoint and stores the data according to an
easily configurable data connection mapping. This list, once configured can be
imagined as having the database table with SharePoint list interface. New external ERP CRM SRM Portals Accounting Legacy
connections can be established easily through the Data Source explorer feature
which allows for searching of external database tables and mapping of table
elements with the External list metadata. Possible integrations for an Integrated, Procurement
Custom Integrations focused implementation of eContracts
eContractsTM can be customized to send and receive files from external systems. For
example, flat files or spreadsheet can be exchanged for updating pricing information.
(Great Plains integration would fall into this category)

14. Deployment Scenarios
Single Division Contract Multi-Division Contract Enterprise Contract
Management Management Management
For individual BUs or SMBs with Multiple divisions separated by Ability to host multiple eContracts
a single contract management Business Units or locations with highly solutions for independent business
function and or a limited integrated management needs. For units through a centralized SharePoint
deployment need. example, utilizing a common master Managed Services infrastructure
data but different processes level setup.

15. Implementation Methodology

16. FAQs
Our contracts are paper based. How do we upload existing contracts into eContracts?
If you currently have several paper based contracts, Optimus BT can help you with scanning and setting up the electronic
contract repository for your organization. We work with the best scanning software in the market to achieve your goals.
How do we have our Vendor Database synchronized with the Counter Party list in eContracts?
eContracts’ Counter Party list can be synchronized with virtually any databases by extending SharePoint’s advanced integration
capabilities.
What version of SharePoint do we need to install your product?
eContracts is built and works on all versions of SharePoint 2010 including SharePoint 2010 Foundation. However, some
advanced features like Document Automation, Hierarchical Legal Entities are supported only in the Enterprise version.
How do we collaborate and communicate with stakeholders and external users outside the Contract Management Team?
The business portal add on is available for sharing Contracts, Tasks, and Performance Review with business users within the
organization. eContracts also works with a Extranet Portal for Contract Reviews, Sharing, etc. with your external vendors,
customers or partners.
Do you support contract eSignatures?
The eSignature module is an up coming add on to eContracts and will be available soon.

17. 200+ SharePoint Engagements
Partial List of Our Clients: Including
 Collaborative Commerce Product Suite
 Intranet 2.0
 Customer Collaboration Portal
 Project Collaboration
 Six Sigma Project Mgmt
 Calendaring
 User Management
 Document Management
 Sales Enablement
 Public Websites
 Multilingual Websites
 CRM Integrations
 Productivity Mash ups
 Blogs
 HR Portal & Workflows
 Business Intelligence with SharePoint
 Idea Management Portals
 And Many More…

18. Contact Us
770-569-1240
info@corevocommerce.com
www.corevocommerce.com
www.optimusbt.com